A.Responsibilities
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liaising with customers in a service-oriented manner on behalf of the office by providing a professional phone service, personally welcoming visitors and maintaining a high standard in the reception area
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dealing with phone calls related to GIZ
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ensuring incoming and outgoing calls are efficient and uninterrupted
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performing reception and secretariat services on a daily basis
B.Tasks
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Phone and reception services
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answers and accepts phone calls and messages and/or forwards them
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maintains a callback list of all incoming calls which cannot be taken by the relevant staff member
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operates the answering machine appropriately
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registers, documents and organises incoming and outgoing correspondence (fax, emails, packages and personally delivered messages)
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ensures deputisation for other staff members
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ensures that visitors are comfortable by offering newspapers, refreshments etc.
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records data in control records
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Office work and services
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ensures creation and/or regular updating of a list of contacts and addresses (telephone, fax, email)
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sorts and distributes incoming correspondence (email, fax, other official documents)
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is responsible for distributing and accepting documents and packages to/from the post office, government institutions, embassies etc., and is responsible for these
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ensures periodicals are put out
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Financial services
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Supports prepares transfers and/or other bank documents and checks these before execution
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supporting in filing financial administration documents and treating information confidentially
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compiles data from supplier’s invoices and supporting documents to verify accuracy of billing data and to ensure receipt of items ordered, using calculator and computer
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compares invoices against purchase orders and shipping and receiving documents to verify receipt of items ordered.
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Other duties/additional task
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performs other duties and tasks at the request of management
C.Required qualifications, competences and experience
Qualifications
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minimum secondary school education
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university degree would be a strong benefit
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certificate/diploma or comparable qualification from a commercial academy (accounting)
Professional experience
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at least 1-3 years’ professional experience in a comparable position
Other knowledge, additional competences
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good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
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in-depth knowledge of accounting software is an asset
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very good written and oral knowledge of the European language widely used in the country, ideally a knowledge of German
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politeness and helpfulness in dealing with visitors
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willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management